ESBD_566659_1791476900305_Final Brookside_Village_RFP_2026-457_Plan_Administrator.pdf

CITY OF BROOKSIDE VILLAGE

REQUEST FOR PROPOSALS

RFP NO. 2026-45

457 DEFERRED COMPENSATION RETIREMENT PLAN

ADMINISTRATOR/SERVICE PROVIDER FOR THE

CITY OF BROOKSIDE VILLAGE

City of Brookside Village

6243 Brookside Road

Brookside Village, TX 77581

Attn: Cleo Rodriguez, City Secretary

Process Begins: October 7, 2026@ 4:00 P.M.

Proposals must be sealed, marked as required in Section 8, and received no later than the deadline stated above. Late proposals will not be opened or considered. The City of Brookside Village reserves all rights described in this RFP, including the right to reject any or all proposals.

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1. Invitation and Purpose

The City of Brookside Village, Texas (the “City”) invites sealed proposals from qualified firms (each a “Proposer”) to serve as third-party administrator, recordkeeper, and service provider for the City’s governmental deferred compensation plan under Section 457(b) of the Internal Revenue Code and Chapter 609, Texas Government Code (the “Plan”).

This solicitation is issued as a Request for Proposals with a mandatory standardized fee proposal. The City is conducting a competitive, documented selection so that the City Council, as plan sponsor and governing body, can demonstrate fiduciary prudence, obtain best value for participants, compare offerings on a common basis, and create a complete record for Council and the City’s independent auditors.

1.1 Objectives of this Solicitation

The City’s objectives are:

• Fiduciary prudence. Document a prudent process for selecting and monitoring the Plan administrator, investment structure, fees, and participant services.

• Best value for participants. Obtain high-quality recordkeeping, a well-constructed investment menu, education, and technology at a transparent, competitive all-in cost borne by participants and/or the City.

• Transparency and documentation. Create a written record sufficient for City Council deliberations, annual audit support, and any later review of the selection.

• Comparable evaluation. Require a uniform fee proposal, a uniform investment-menu presentation, and uniform service descriptions so that fees, funds, education, technology, and conversion costs can be compared side-by-side.

• Operational fit. Engage a provider experienced with small Texas municipalities that also participate in the Lincoln Financial as the primary retirement benefit.

1.2 Legal Framework

The selected provider shall administer a governmental eligible deferred compensation plan under IRC §457(b) and applicable Treasury regulations. Plan assets must be held in trust for the exclusive benefit of participants and their beneficiaries. The engagement must comply with Chapter 609, Texas Government Code (Deferred Compensation Plans for Employees of Political Subdivisions), including designation of a plan administrator, evaluation and contracting with a qualified vendor, fee provisions, distributions, and related duties. The City remains the plan sponsor. Nothing in this RFP delegates the City Council’s non-delegable governing-body authority.

The Plan is intended to complement, not replace, Lincoln Financial benefits. Employer matching contributions are not anticipated at this time but may be considered later; proposals must be capable of administering employer contributions and a companion 401(a) money-purchase arrangement if the City later elects to add one.

2. Solicitation Schedule The process begins on October 7, 2026. The following schedule will be followed unless modified by written addendum issued by the City Secretary.

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Event Date / Time RFP issued / process begins Wednesday, October 7, 2026 Deadline for written questions Wednesday, October 21, 2026, 5:00 p.m. CDT City issues written answers / addenda (target)

Monday, October 26, 2026

Proposal submission deadline Wednesday, November 4, 2026, 5:00 p.m. CDT City Council opens proposals and considers award

Wednesday, November 18, 2026, 7:00 p.m.

Anticipated contract commencement / conversion window

On or about December 1, 2026, or as negotiated

City Council meetings are held on the first and third Wednesdays of each month at 7:00 p.m. in the Community Building, 6243 Brookside Road, Brookside Village, Texas. November 18, 2026 is a regular meeting date. The City may open proposals at that meeting, hear a staff summary, interview finalists, award a contract, table the item, or take such other action as Council determines to be in the City’s and participants’ best interests.

3. City and Plan Background

Brookside Village is a General Law Type A municipality in Brazoria County, Texas, incorporated in 1959, located near Pearland in the Houston metropolitan area. The City’s fiscal year begins October 1. City Hall hours are Monday through Thursday, 8:00 a.m. to 5:00 p.m., and Friday, 8:00 a.m. to 12:00 noon.

3.1 Governing Body and Administration

Mayor Glenda L. Hundl Mayor Pro Tem Kevin Murphy City Council Blake Carter; Apollo Gonzales; Nicholas S. Long; Aubrey

Michael Yates City Secretary Cleo Rodriguez City Attorney Dick H. Gregg, III Primary retirement system Lincoln Financial

3.2 Eligible Group and Plan Status

Eligible participants are officers and employees of the City as defined by the plan document and Chapter

609. The City is a small municipality. Exact current census, asset totals, contribution rates, and incumbent-provider information (if any) will be provided to Proposers upon written request to the City Secretary after issuance of this RFP, or at the time of conversion data-mapping, as available. Proposers shall design pricing and service models that work economically for a small governmental plan and that remain fair if participation grows.

The City may be establishing a new 457(b) plan, replacing an incumbent administrator, or formalizing an existing arrangement. Proposals must address both a new-plan implementation and a conversion from an incumbent provider, including mapping of existing investment elections, beneficiary data, loans (if any), Roth balances, and pending distributions.

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4. Scope of Services

The selected firm shall provide full-service governmental 457(b) administration. Services include, without limitation, the following.

4.1 Plan Documents, Compliance, and Fiduciary Support

• Provide or support an IRS-pre-approved governmental 457(b) prototype or volume-submitter document, or an individually designed document, with adoption agreement tailored to the City.

• Maintain the plan document, summary plan description / participant highlights, and required notices, including updates for SECURE 2.0 and subsequent federal law (Roth catch-up coordination, age 60–63 “super” catch-up if elected, emergency personal expense and domestic-abuse distributions if elected, self-certification options the City adopts, and related provisions).

• Assist the City in acting as a prudent plan sponsor: investment policy statement (IPS) support or sample IPS; committee/Council reporting package; fee-benchmarking support; and written recommendations that the City can place in the official record.

• Identify the fiduciary status of the Proposer and each affiliate (non-fiduciary recordkeeper; ERISA 3(21)-style co-fiduciary advisor if offered; 3(38)-style investment manager if offered).

Governmental plans are not subject to ERISA; analog fiduciary standards and written acknowledgments are required.

• Monitor legal and operational developments affecting governmental 457(b) plans and notify the City Secretary in writing of material changes.

• Support annual financial-statement audit requests, Texas Public Information Act responses coordinated through the City Secretary, and open-meetings presentation materials for Council.

4.2 Recordkeeping and Daily Administration

• Daily valuation recordkeeping of participant accounts.

• Enrollment, beneficiary designation, deferral-rate changes, investment elections, and contribution-source accounting (pre-tax, Roth, rollover, employer if added).

• Payroll integration with the City’s payroll process (file-based or API). Confirm accepted file formats and timing. The City uses a small-employer payroll cycle.

• Processing of rollovers in and out, trustee-to-trustee transfers, QDROs, unforeseeable-emergency distributions, in-service distributions permitted by the plan (including age 59½ if elected), required minimum distributions, death claims, and separations from service.

• Loan administration only if the City elects a loan feature; describe capability and default recommendation for a small plan.

• Catch-up administration: age-50 catch-up, SECURE 2.0 age 60–63 catch-up if adopted, and the special three-year 457 catch-up, including coordination so a participant may use the greater of the permitted catch-up methods.

• Roth elective deferrals and in-plan Roth conversions if adopted. The City expects Roth availability so that catch-up rules under SECURE 2.0 can be administered.

• Form 1099-R reporting and tax withholding.

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• Uncashed-check and missing-participant procedures.

4.3 Trustee / Custodial Services

• Provide or arrange a directed trustee or custodian that holds Plan assets in trust for the exclusive benefit of participants and beneficiaries.

• Use group contracts or an open-architecture trust platform. Individual annuity contracts with surrender charges at the participant or plan level are disfavored and must be disclosed if proposed.

• No deferred sales charges, back-end loads, or plan-level termination penalties. Any fund-level redemption fees, short-term trading fees, or stable-value market-value adjustments must be disclosed.

• Daily cash sweep and timely settlement of trades.

4.4 Investment Menu

Proposers shall propose a prudent, streamlined core menu suitable for a small municipal workforce, plus a qualified default investment alternative (QDIA). The City’s preference is:

• Open architecture (ability to offer non-proprietary funds). Proprietary funds may be included if they are best-in-class on net-of-fee merit and are clearly identified.

• A concise core lineup (generally 15–25 options) covering capital preservation, bonds, balanced/allocation, U.S. equity (large/mid/small; value/blend/growth or factor-balanced), international equity, and optionally a real-asset or income option.

• A vintage-year target-date series as QDIA, preferably collective investment trusts or low-cost mutual funds with institutional or R6-equivalent share classes.

• Availability of zero-revenue or revenue-neutral share classes so that recordkeeping revenue can be charged as an explicit, comparable fee rather than buried in fund expense ratios.

• Optional self-directed brokerage window, with a clear description of eligibility, trading costs, and fiduciary considerations. The City is not obligated to adopt a brokerage window.

• Optional managed-account or professional-management program, separately priced.

• Written watch-list and replacement process, quarterly performance reporting versus appropriate benchmarks and peer groups, and an annual lineup review for Council.

Each Proposer shall attach the proposed core menu in the format required by Appendix B so that net expense ratios, revenue sharing, and share classes can be compared.

4.5 Participant Education, Communications, and Advice

• Initial enrollment campaign at conversion or plan launch, including on-site or virtual group meetings at City Hall (at least one on-site visit during implementation and at least one annual on-site or virtual education meeting thereafter).

• Plain-language materials appropriate for a small, mixed workforce (administration, public works, police, municipal court). English is required; Spanish-language materials or interpreter support are preferred.

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• Education on 457(b) coordination, contribution limits, Roth versus pre-tax, catch-up, beneficiary designations, and distribution timing (no early-withdrawal 10% penalty on qualifying 457 separations).

• One-on-one counseling by phone and, as scheduled, in person. State whether representatives are salaried educators or commissioned, and disclose all compensation sources.

• Quarterly participant statements (electronic default; paper on request at no extra participant charge unless disclosed).

• Targeted campaigns: new-hire, under-savers, near-retirement, and required-minimum-distribution.

4.6 Technology and Cybersecurity

• Secure participant website and mobile application: balances, transactions, e-delivery, beneficiary updates, modeling tools, and password/MFA controls.

• Secure plan-sponsor portal for the City Secretary and designated staff: census, contribution reconciliation, reporting, document library, and audit extracts.

• SOC 1 Type 2 and SOC 2 Type 2 (or equivalent) reports available annually under NDA.

• Written cybersecurity program aligned to industry standards (e.g., NIST CSF), encryption in transit and at rest, multi-factor authentication, incident-response SLA, and participant-notification procedures.

• Data-export capability so the City is never locked into a proprietary format at termination.

4.7 Conversion, Transition, and Ongoing Service

• Dedicated implementation manager and written conversion calendar with responsibilities for the

City, incumbent (if any), and Proposer.

• Mapping strategy that preserves asset allocation intent; blackout-period minimization; participant communications before, during, and after blackout.

• Assume and disclose all conversion costs. The City’s preference is that conversion/implementation fees are waived or absorbed by the Proposer.

• Relationship manager reachable by the City Secretary during City Hall business hours.

• Service standards (call-center speed-to-answer, abandonment, statement accuracy, contribution posting, claim turnaround) with credits or remediation if missed.

• Orderly deconversion at contract end at no punitive cost, including electronic records, plan documents, and remaining assets.

5. Minimum Qualifications

To be eligible for award, a Proposer must meet all of the following as of the proposal due date. Failure to meet a minimum qualification may result in a proposal being deemed non-responsive.

1. The Proposer (or the recordkeeping entity that will hold the contract) has at least five (5) years of continuous experience administering governmental IRC §457(b) plans for Texas or other U.S.

political subdivisions.

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2. The Proposer currently administers governmental 457(b) plans for no fewer than ten (10) public-sector employers, including at least three (3) Texas cities, counties, or other political subdivisions.

Experience with small plans (under 100 participants) must be described.

3. Plan assets will be held in trust or custody for the exclusive benefit of participants by a bank, trust company, or insurance company authorized to do business in Texas, or by another custodian acceptable under Chapter 609 and federal law.

4. The Proposer can provide a governmental 457(b) plan document and administrative forms ready for City adoption, including Roth, rollover, and current SECURE 2.0 optional provisions.

5. The Proposer maintains errors-and-omissions / professional liability insurance of at least $2,000,000 per claim and $4,000,000 aggregate; cyber liability insurance of at least $2,000,000;

and a fidelity/crime bond covering employee dishonesty of at least $1,000,000. Certificates will be required before contract execution.

6. The Proposer is in good standing in its state of formation, is authorized to transact business in Texas (or will be before contract execution), and is not debarred by the State of Texas or the federal government.

7. The assigned relationship manager has at least five (5) years of public-sector defined-contribution experience and will be identified by name in the proposal.

8. The Proposer agrees to the standardized fee-proposal format in Appendix B and to full disclosure of all direct and indirect compensation.

6. Proposal Content and Format

Proposals shall be organized in the following tabs. Marketing brochures may be placed in an appendix;

they will not substitute for answers.

Tab A — Cover Letter and Minimum-Qualifications Certification A letter signed by an officer authorized to bind the Proposer, stating that the proposal is valid for at least 120 days, identifying any exceptions, and certifying each minimum qualification in Section 5 (pass/fail).

Include legal name, form of entity, FEIN, Texas taxpayer or SOS file number if any, principal place of business, and contact person.

Tab B — Firm Overview and Public-Sector Experience

• History, ownership, and any parent/affiliate that will touch Plan assets, recordkeeping, advice, or revenue.

• Governmental 457(b) book of business: number of plans, participants, and assets; number of Texas political-subdivision clients; number of clients with fewer than 100 participants.

• Three (3) current Texas or similarly situated municipal references using Appendix C. At least one reference should be a small city if available.

• Material litigation, regulatory actions, or fiduciary claims in the last five years related to retirement-plan services.

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Tab C — Service Model and Implementation Describe administration, payroll workflow for a small city, call-center hours (Central Time), relationship-management model, implementation timeline from award on or about November 18, 2026 to first contribution, blackout length, data requirements from the City, and a RACI chart. Identify all subcontractors (trustee, recordkeeping platform, managed accounts, print vendor).

Tab D — Investment Menu and Fiduciary Process Provide the proposed core menu and QDIA in Appendix B. Describe open-architecture policy, watch-list criteria, frequency of lineup changes, use of CITs versus mutual funds, revenue-sharing crediting method (to participants versus plan expense account), and whether the Proposer will serve in a 3(21)- or 3(38)-analog capacity. Disclose all proprietary products and why each is proposed.

Tab E — Education, Communications, and Advice Sample enrollment kit, statement, and website screenshots (appendix). Describe on-site commitment to Brookside Village, language support, and whether any educator or advisor receives product-based compensation.

Tab F — Technology, Cybersecurity, and Reporting Describe participant and sponsor platforms, mobile app, accessibility, file specifications, disaster recovery / RTO / RPO, last SOC examination period, and cyber incident history (high-level). Attach a sample quarterly plan-sponsor report suitable for Council packets and auditors.

Tab G — Standardized Fee Proposal (Appendix B) — Mandatory Complete Appendix B in full. Do not substitute a custom fee page for Appendix B. Additional narrative explaining assumptions is permitted after the required tables.

Tab H — Contract, Insurance, and Forms Provide a sample services agreement, trust/custodial agreement, and service-level standards. Include certificates or a statement of ability to meet insurance limits; Form CIQ (Appendix D) if required; the proposal checklist; and any requested exceptions redlined against the City’s expectations in Section 10.

The City Attorney will review all contracts before execution.

Tab I — Questionnaire (Appendix A) Answer every question. If a question is not applicable, say so and explain.

7. Standardized Fee Proposal Requirements A central purpose of this RFP is the ability to compare fees. All Proposers shall price the same scope using Appendix B. Fees must be guaranteed for the initial three-year term. Renewal-year fees, if different, must be stated.

7.1 Required Pricing Presentations

Proposers shall complete both of the following explicit structures so the City can compare “per-head” and “basis-point” economics for a small plan:

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• Structure 1 — Per-participant recordkeeping fee. Annual dollar amount per participant account (active and terminated-with-balance stated separately if different), billed quarterly against participant accounts or invoiced to the City. State the minimum annual fee, if any.

• Structure 2 — Asset-based recordkeeping fee. Annual basis points on Plan assets, with any breakpoints. State the minimum annual fee, if any.

The City prefers an explicit, revenue-neutral structure: institutional or zero-revenue share classes plus a visible administration fee, with all revenue sharing credited to participants or to a plan expense recapture account at least quarterly. If the Proposer’s business model depends on revenue sharing or proprietary products, that model must still be expressed in Appendix B so net participant cost is visible.

7.2 Items That Must Be Disclosed (even if $0)

• Implementation / conversion / document adoption fees.

• Trustee, custodial, and wrap fees not included in the recordkeeping fee.

• Managed-account or advice-program fees.

• Self-directed brokerage window fees.

• Loan setup and annual loan fees (if loans are offered).

• Distribution, overnight, paper-statement, QDRO, and wire fees.

• Deconversion / termination / data-extract fees.

• Finders’ fees, 12b-1, sub-TA, shareholder-servicing, revenue sharing, float, and any other indirect compensation.

• Compensation of local representatives assigned to City employees.

• Any fee the City (as employer) would pay separately from participant accounts.

7.3 Best-Value Standard

The City will not award on lowest fee alone. “Best value” means the combination of net participant cost, investment quality, education, technology, conversion risk, contractual flexibility, and fiduciary support that best serves Plan participants and the City’s documentation needs. Hidden revenue, surrender charges, and opaque share classes will be scored negatively.

8. Submission Instructions

8.1 Deadline and Place of Delivery

Proposals must be received no later than Wednesday, November 4, 2026, at 5:00 p.m. Central Daylight Time, at:

City of Brookside Village Attn: Cleo Rodriguez, City Secretary

RFP No. 2026-45 — 457(b) Plan Administrator 6243 Brookside Road

Brookside Village, Texas 77581-2045

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The official time is the City Secretary’s timekeeping. Late proposals will be marked late, remain unopened, and will not be considered. Delivery delays of mail or courier are the Proposer’s risk. City Hall closes at 12:00 noon on Fridays; Wednesday, November 4, 2026 is a regular business day until 5:00 p.m.

8.2 Copies and Marking

• Submit one (1) original unbound proposal marked “ORIGINAL,” three (3) bound copies, and one

(1) USB flash drive containing a single searchable PDF of the complete proposal and a completed Appendix B in PDF and, if possible, Excel or CSV.

• The fee tables in Appendix B shall also be placed in a separately sealed envelope marked “FEE PROPOSAL — RFP 2026-457 — [Proposer Name].” A copy of Appendix B must still appear in Tab G of the technical proposal so that the packet is complete if envelopes are separated.

• Outer packaging shall be sealed and clearly marked:

SEALED PROPOSAL — DO NOT OPEN

RFP No. 2026-45 — 457(b) Plan Administrator Services Due: November 4, 2026, 5:00 p.m. CDT

8.3 Electronic Courtesy Copy

In addition to the sealed paper submission, Proposers may email a PDF courtesy copy to crodriguez@cobvtx.org with the subject line “RFP 2026-457 Courtesy Copy — [Proposer Name].” The sealed paper submission is official. A courtesy email does not substitute for timely physical delivery and will not extend the deadline.

8.4 Questions

All questions and requests for plan census or incumbent data must be submitted in writing to:

Cleo Rodriguez, City Secretary Email: crodriguez@cobvtx.org Telephone: (281) 485-3048

Questions must be received by Wednesday, October 21, 2026, at 5:00 p.m. CDT. Telephone inquiries may be used only to request the RFP or confirm receipt. Substantive answers will be issued in writing by addendum to all known recipients and, at the City’s option, posted at www.brooksidevillage-tx.org.

Proposers shall not contact the Mayor, Councilmembers, or other City staff regarding this RFP except through the City Secretary. Unauthorized contact may be grounds for disqualification.

9. Evaluation and Award

9.1 Evaluation Committee and Council Action

The City Secretary, City Attorney, and such other staff or consultants as the Mayor or Council designate may review proposals and prepare a comparison matrix for Council. On Wednesday, November 18, 2026, at 7:00 p.m., City Council will open the sealed proposals and consider award. Council may:

• Award a contract to the Proposer offering best value;

• Direct staff to interview one or more Proposers and return a recommendation;

• Request best-and-final fee or service concessions;

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• Reject any or all proposals and re-solicit or abandon the procurement; or

• Take any other action permitted by law.

Opening on November 18 does not preclude later due diligence. Award, if made that evening, may be contingent on successful contract negotiation and insurance certificates.

9.2 Evaluation Criteria

Proposals will be evaluated qualitatively. The following weights will guide staff scoring and the Council packet. Council is not bound by staff scores.

# Evaluation Factor Weight 1 Experience with governmental 457(b) plans, especially small Texas cities; references; stability of the platform and assigned team

20%

2 Quality and prudence of the proposed investment menu, QDIA, share-class discipline, and fiduciary reporting process

20%

3 Transparent, comparable fees and net participant cost (Appendix B), including conversion and termination costs

25%

4 Participant education, local or virtual access, communications quality, and advice-compensation disclosure

15%

5 Technology, cybersecurity, payroll/reporting fit for a small city, and audit-ready reporting

10%

6 Implementation / conversion plan, service standards, contract flexibility, and exceptions

10%

Total: 100%. Minimum qualifications in Section 5 are evaluated on a pass/fail basis before scoring.

9.3 Best Value; Not a Bid

This is a request for proposals, not a competitive bid under a lowest-price-only statute. The City may consider price and non-price factors and may award to a Proposer that is not the lowest-fee respondent.

Chapter 609 requires the plan administrator to evaluate and approve qualified vendors; this RFP is the City’s documented method of doing so.

10. Contract Term and General Conditions

1. Term. The initial term shall be three (3) years from the date of contract execution or first contribution, whichever the agreement specifies. The City may renew for up to two (2) additional one-year periods on the same terms, or on renewal fees stated in Appendix B, by written notice from the City Secretary upon Council authorization.

2. No exclusive lock-in. The contract shall not impose surrender charges, market-value adjustments at the plan level (except as inherent in a disclosed stable-value product), or deconversion fees that unreasonably impair the City’s ability to change providers.

3. Independent contractor. The provider is an independent contractor, not an employee or officer of the City.

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4. Governing law and venue. Texas law governs. Venue for any dispute is Brazoria County, Texas.

5. Public Information. Proposals are subject to the Texas Public Information Act, Chapter 552, Texas

Government Code. Mark trade secrets and commercial information as required by law. The City will submit requests for exception to the Attorney General when required. The standardized fee tables are expected to be public.

6. Conflicts. Proposers shall complete a Conflict of Interest Questionnaire (Form CIQ) if required by Chapter 176, Texas Local Government Code, and disclose any relationship with City officials, including the Mayor, Council, City Secretary, or City Attorney.

7. No lobbying. From issuance until award or cancellation, Proposers shall not lobby Councilmembers regarding this RFP except in a posted public meeting.

8. Addenda. Only written addenda issued by the City Secretary modify this RFP. Acknowledge all addenda in Tab A.

9. Cost of proposals. The City will not pay proposal-preparation costs.

10. Non-appropriation / fiscal year. Any City-paid fees are subject to appropriation. Participant-paid fees are Plan expenses.

11. Insurance. Maintain the coverages in Section 5 throughout the term, name the City as additional insured on general and cyber liability where customary, and provide 30 days’ notice of cancellation.

12. Indemnity. To the extent permitted by Texas law (and without requiring indemnity for the City’s own negligence in a manner prohibited by Chapter 181, Texas Local Government Code, or the Texas Constitution), the provider shall indemnify the City against third-party claims arising from the provider’s negligence, willful misconduct, or breach.

13. Records. Retain Plan records for at least seven (7) years after the applicable transaction or as required by federal recordkeeping rules, and produce them to the City on request.

14. Assignment. No assignment of the contract without the City’s prior written consent, except to a successor in a merger with notice.

15. Form CIQ / HB 1295. If Chapter 2252.908, Texas Government Code (Form 1295) applies to the resulting contract, the awardee shall file the disclosure with the Texas Ethics Commission before execution.

16. Israel / fossil fuel / other required verifications. The contract will include the vendor verifications then required of Texas political subdivisions (including Chapters 2252, 2270, 2271, 2274, and 2276, Texas Government Code, as applicable).

17. Reservation of rights. The City may waive informalities, accept or reject any or all proposals, correct clerical errors, negotiate with one or more Proposers, cancel the RFP, and make no award.

11. Communications and Protest The sole point of contact is City Secretary Cleo Rodriguez, crodriguez@cobvtx.org, (281) 485-3048, 6243 Brookside Road, Brookside Village, Texas 77581. A Proposer that believes the solicitation or an intended award violates applicable law may file a written protest with the City Secretary within three (3) business days after the action protested. Council will consider timely protests.

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12. Attachments The following appendices are part of this RFP and must be completed as indicated:

• Appendix A — Technical Questionnaire

• Appendix B — Standardized Fee and Investment-Menu Proposal (mandatory)

• Appendix C — Reference Form

• Appendix D — Conflict of Interest Questionnaire (Form CIQ) and disclosure statement

• Appendix E — Proposal Responsiveness Checklist

• Appendix F — Proposer Signature and Offer Form

Issued this __7th____ day of October, 2026.

CITY OF BROOKSIDE VILLAGE, TEXAS

Office of the City Secretary Cleo Rodriguez City Secretary

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APPENDIX A

Technical Questionnaire

Answer each item in the same order. Number responses to match. Attach supporting exhibits and label them.

A. Organization

1. Legal name, d/b/a names, parent, and the exact legal entity that will sign the contract and the exact entity that will provide recordkeeping.

2. Year founded and years providing governmental 457(b) recordkeeping.

3. Ownership changes in the last five years and any pending transaction.

4. Locations of recordkeeping operations, call center, and the office that will serve Brookside Village.

5. Total defined-contribution assets and participants under administration; subset that is governmental 457(b); subset in Texas; subset under 100 participants.

6. Identify all subcontractors and the percentage of services each performs.

B. Administration

7. Describe daily valuation, contribution posting cutoff (Central Time), and error-correction policy.

8. Payroll file specifications and ability to accept a simple spreadsheet from a small-city payroll vendor.

9. How beneficiary records, QDROs, unforeseeable emergencies, and death claims are documented and timed.

10. Catch-up: age 50, age 60–63, and special 457 three-year catch-up; Roth catch-up administration under

SECURE 2.0.

11. Confirm ability to administer Roth, in-plan Roth conversion, and employer contributions / a future 401(a).

12. Loan policy recommendation for a plan of this size and all loan fees.

13. Default investment and automatic-enrollment / automatic-escalation capability if the City later elects those features.

C. Investments and Fiduciary Process

14. Describe the investment-consulting model and fiduciary status of each party.

15. Attach the proposed menu in Appendix B. Explain any proprietary fund.

16. How often is the menu formally reviewed? Who can replace a fund? What is the watch-list trigger?

17. Revenue-sharing policy and method and timing of credits to participants.

18. Stable-value or capital-preservation option: structure, wrap, market-value adjustment, and exit provisions.

19. Managed-account methodology, glide path if any, and all fees.

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D. Education and Service

20. Annual on-site and virtual education commitment to Brookside Village.

21. Are field representatives employees or contractors? How are they paid? Do they sell proprietary products?

22. Spanish-language capability.

23. Call-center hours (CT), average speed of answer, and abandonment rate for the last four quarters.

24. Service-level credits the City will actually receive if standards are missed.

E. Technology and Security

25. Participant website and mobile-app features; MFA; paperless options.

26. Plan-sponsor portal features and sample Council-ready quarterly report (attach).

27. SOC 1 and SOC 2 dates; willingness to provide reports under NDA.

28. Cyber incident requiring participant or regulator notice in the last five years (describe without exposing exploits).

29. Data-return format and timing at deconversion.

F. Conversion

30. Provide a week-by-week implementation plan assuming Council award on November 18, 2026.

31. Typical blackout length for a small 457 conversion.

32. Data required from the City and from an incumbent recordkeeper.

33. All conversion costs and who pays them.

G. Legal and Conflicts

34. Material regulatory, litigation, or settlement history (five years) related to plan administration or investments.

35. Any gift, marketing subsidy, or revenue arrangement involving a City official or the City’s advisors.

36. Confirm agreement to Texas venue and the vendor verifications in Section 10.

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APPENDIX B

Standardized Fee and Investment-Menu Proposal

This appendix is mandatory. Complete every field. Enter “$0” or “None” rather than leaving blanks. All fees are annual unless noted. Fees for the initial three-year term must be guaranteed. State assumptions (number of participants, assets) used for any example.

Proposer legal name: ________________________________

Assumed participants (active / inactive with balance): __________ / __________

Assumed Plan assets used for illustrations: $____________________

B-1. Recordkeeping / Administration — Structure 1 (Per Participant)

Fee Item Year 1–3 (guaranteed)

Renewal Year 4 Renewal Year 5

Annual fee per active participant Annual fee per terminated participant with balance

Minimum annual administration fee (if any)

City-invoiced portion (if any), annual

B-2. Recordkeeping / Administration — Structure 2 (Asset-Based)

Fee Item Year 1–3 (guaranteed)

Renewal Year 4 Renewal Year 5

Annual basis points on Plan assets Breakpoints (describe in narrative) See narrative See narrative See narrative Minimum annual administration fee (if any)

B-3. One-Time and Event Fees (disclose even if zero)

Fee Item Amount Who Pays (Participant / Plan / City / Provider)

Notes

Implementation / conversion / plan-document setup

Custom plan document (if prototype not used)

Trustee / custodial fee (if not in B-1/B-2)

Managed accounts (bps or $) Self-directed brokerage — annual

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Self-directed brokerage — trading

Loan origination Loan annual maintenance Distribution / lump-sum processing

Installment / annuity setup QDRO review Overnight / wire Paper statement (annual, if e-delivery is default)

1099-R / tax-form extra copies

Deconversion / data extract / termination

Other (itemize)

B-4. Indirect Compensation Disclosure List every source of indirect compensation related to this Plan. If none, write “None.”

Source Estimated bps or $

Recipient (entity name) Credited to participants? (Y/N / method)

12b-1 / shareholder servicing

Sub-transfer agency Revenue sharing / wrap

Float Proprietary-fund revenue

Managed-account revenue

Other

B-5. Proposed Core Investment Menu List funds in proposed order. Use institutional, R6, or zero-revenue share classes wherever available. Add rows as needed on additional pages. Identify the QDIA.

Fund / CIT name & ticker or CUSIP

Asset class Gross / Net ER (bps)

Rev. share (bps)

Share class QDIA?

(Y/N)

CITY OF BROOKSIDE VILLAGE PAGE 18 10/7/2026

Capital preservation / stable value (describe)

Target-date series (list vintage or suite name)

Attach fact sheets or a one-page lineup summary as Exhibit B-5A. Attach five-year performance versus benchmark and peer group as Exhibit B-5B.

B-6. Illustrative Total Participant Cost Using your assumed assets and participant count, state the estimated all-in annual cost to participants of

(a) recordkeeping under Structure 1, (b) recordkeeping under Structure 2, and (c) weighted-average net investment expense of the proposed QDIA and of the proposed core menu. This illustration is for comparison only and is not a guarantee of future expense ratios.

Illustration Structure 1 ($/head)

Structure 2 (bps) Notes

Recordkeeping / admin only Weighted-average net ER of core menu

QDIA net ER Estimated all-in participant cost if all assets in QDIA

B-7. Fee Narrative and Certifications State any pricing assumptions, asset or participant minimums, and whether pricing depends on use of proprietary funds or managed accounts. If pricing depends on proprietary products, also provide an alternate open-architecture price.

The undersigned certifies that Appendix B discloses all direct and indirect compensation the Proposer and its affiliates reasonably expect to receive in connection with the Plan.

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APPENDIX C

Governmental Plan References

Provide three current clients. Photocopy this page as needed. The City may contact references without notice to the Proposer.

Reference 1 Employer / plan sponsor City / political subdivision and state Plan type(s) (457(b), 401(a), other) Approximate participants / assets Years as recordkeeper Contact name and title Telephone and email Services similar to this RFP? (yes/no + brief)

Reference 2 Employer / plan sponsor City / political subdivision and state Plan type(s) (457(b), 401(a), other) Approximate participants / assets Years as recordkeeper Contact name and title Telephone and email Services similar to this RFP? (yes/no + brief)

Reference 3 Employer / plan sponsor City / political subdivision and state Plan type(s) (457(b), 401(a), other) Approximate participants / assets Years as recordkeeper Contact name and title Telephone and email Services similar to this RFP?

(yes/no + brief)

CITY OF BROOKSIDE VILLAGE PAGE 20 10/7/2026

APPENDIX D

Conflict of Interest and Required Disclosures

Chapter 176, Texas Local Government Code, requires certain vendors to file a Conflict of Interest Questionnaire (Form CIQ) with the City. Form CIQ is prescribed by the Texas Ethics Commission and is available at www.ethics.state.tx.us. If Form CIQ is required, attach a completed original to this Appendix.

Separately, each Proposer shall answer the following:

• Does the Proposer, or any key person assigned to this engagement, have a family, employment, or business relationship with the Mayor, any Councilmember, the City Secretary, the City Attorney, or any City employee who may exercise discretion over this contract? If yes, describe.

• Has the Proposer given any gift, campaign contribution, or thing of value to a City official in the preceding twelve months other than as permitted by law? If yes, describe.

• Identify any current contract with the City.

Local government officers for purposes of notice include: Mayor Glenda L. Hundl; Mayor Pro Tem Kevin Murphy; Councilmembers Blake Carter, Apollo Gonzales, Nicholas S. Long, and Aubrey Michael Yates;

City Secretary Cleo Rodriguez; and City Attorney Dick H. Gregg, III.

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APPENDIX E

Proposal Responsiveness Checklist

Include this checklist in Tab A. Check each item included.

✓ Required Item

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APPENDIX F

Proposer Signature and Offer Form

The undersigned, as authorized representative of the Proposer, hereby offers to provide governmental 457(b) deferred compensation plan administrator, recordkeeping, trustee/custodial, investment-platform, education, and related services to the City of Brookside Village, Texas, in accordance with RFP No. 2026- 45, including all addenda, at the fees set forth in Appendix B.

• This offer is firm for 120 days from October 7, 2026.

• The Proposer has read the RFP, had the opportunity to submit questions by October 21, 2026, and acknowledges all addenda listed below.

• The Proposer certifies that Appendix B discloses all direct and indirect compensation reasonably anticipated.

• The Proposer meets the minimum qualifications in Section 5.

• The Proposer agrees that the City Council may open this proposal on November 18, 2026, and that award, if any, is subject to contract negotiation satisfactory to the City Attorney and to Council authorization.

Addenda acknowledged (list numbers and dates): ________________________________

Legal name of Proposer Assumed name / d/b/a (if any)

Entity type and state of formation

FEIN

Principal business address Primary contact name / title Telephone Email

Authorized signature ________________________________________________

Printed name and title ________________________________________________

Date ________________________________________________

STATE OF ______________ §

COUNTY OF ____________ §

Before me, the undersigned notary, on this day personally appeared ____________________________, known to me to be the person whose name is subscribed above, and acknowledged that he or she executed the same for the purposes and consideration therein expressed and in the capacity stated.

Notary Public, State of ____________ ________________________________________________ Commission expires: ____________________

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ATTACHMENT — FORM OF PUBLIC NOTICE

For Posting and Publication

INVITATION TO BID

REQUEST FOR PROPOSALS # 2026-45

457(b) DEFERRED COMPENSATION PLAN SERVICE PROVIDER

The City of Brookside Village is accepting sealed Proposals from qualified firms, financial institutions, third-party administrators, recordkeepers, or other qualified service providers to provide administrative, recordkeeping, participant-service, investment-platform, compliance-support, and related services for the City’s governmental Internal Revenue Code §457(b) deferred compensation plan accordance with the specifications outlined in REQUEST FOR PROPOSALS # 2026-45_.

Copies of the bidding documents may be reviewed and obtained from the Notice Page of the City of Brookside Village's website at https://brooksidevillage-tx.org/. Historically Underutilized Businesses (HUBs), minority businesses, women's business enterprises, and labor surplus area firms are encouraged to submit a proposal.

BIDS MUST BE RECEIVED IN TRIPLICATE AND MUST BE RECEIVED BY THE CITY SECRETARY OF THE CITY OF BROOKSIDE VILLAGE NO LATER THAN 5:00 PM ON NOVEMBER 4, 2026 NO BID WILL BE ACCEPTED AFTER THAT DATE AND TIME. ALL BIDS RECEIVED AFTER THAT DATE AND TIME WILL BE CONSIDERED UNRESPONSIVE. IT IS THE SOLE RESPONSIBILITY OF THE BIDDER TO ENSURE THAT THEIR BID IS ACTUALLY

SUBMITTED WITH THE CITY SECRETARY'S OFFICE PRIOR TO THE BID SUBMISSION DEADLINE.

All bids submitted for City consideration must be clearly marked on the outside of the sealed envelope with the words “REQUEST FOR PROPOSALS # 2026-45. 457(b) DEFERRED COMPENSATION PLAN SERVICE PROVIDER". Attention: Cleo Rodriguez, City Secretary, and must contain the name of the company submitting the Bid. Responding firms must submit three (3) complete sets of the RFP submission for consideration. FACSIMILE TRANSMITTALS SHALL NOT BE ACCEPTED.

BIDS WILL BE PUBLICLY OPENED AND READ ON NOVEMBER 18TH AT 7:00 P.M.

Upon consideration of the Bids, the City Council plans to award a Contract; however, the City reserves the right to reject any or all bids, to waive any or all irregularities, formalities or technicalities, and to accept any bid that it deems advantageous to the City. Bids shall be valid for a period of one hundred twenty (120) days from the date Bids are opened.

All questions regarding this RFP should be submitted in writing to Cleo Rodriguez, City Secretary, City of Brookside Village, by email to crodriguez@cobvtx.org or by mail to 6243 Brookside Rd., Brookside Village, Texas 77581. Questions regarding this RFP must be received by the City Secretary's Office no later than October 21, 2026, at 5:00 p.m.

1st Advertisement, ____REPORTER NEWS__________________ (publication), September 23, 2026 (date) 2nd Advertisement, ____REPORTER NEWS_________________(publication), September 30, 2026 (date).

mailto:crodriguez@cobvtx.org